Travel Eligibility

Requirements: 

  • The applicant must enrolled in the graduate program. 
  • The applicant must be either the first (i.e., presenting) or co-first author of the poster or talk.  The affiliation for the poster or talk must be Texas State University. 
  • The applicant (or their mentor) must first submit an EASY form at the time of conference submission. The Easy form informs the department that the student(s) has submitted their poster/talk for conference acceptance and encumbers the necessary travel funds. Co-first authors must also submit an EASY form or be included when their mentor submits on their behalf. Students who do not submit an EASY form are not eligible for travel funding.  
  • Once the applicant receives confirmation of their acceptance to present (typically via email), it must then be sent to the program coordinator (Mrs. Olivia Reyes). Only then can an applicant apply for funding.  
  • Applicants cannot be on academic probation (i.e., must have a GPA of 3.0 or greater) 
Expand FAQ List

  • Your travel application is initiated AFTER you have submitted the EASY form, and AFTER you receive notification of your acceptance to present by the conference organizers. Submit your application as soon as possible as applications (ideally as soon as you receive notification of your acceptance to present). Application must be submitted no later than 1 month before the date of travel. Applications will be processed on a rolling, first come/first served basis and funding will be awarded and issued as a reimbursement upon submission of expense receipts, following the conference or meeting.  

    Reimbursement beyond the fiscal year limit will not be allowed. 

  • You can apply for funding from the following sources (exact amounts awarded will vary depending on availability/demand): 

    • Department of Psychology (MAPR Program) - please see Graduate College Application and Graduate Travel Supplement (above) 
    • College of Liberal Arts — requires that the applicant be presenting 
    • Graduate College Application — requires that the applicant be presenting 

    • The completed form should be submitted to Olivia Reyes (ogr1@txstate.edu). You will be notified via email when the funding has been awarded (the amount will vary depending on funding availability). 
    • STAR travel grant applications are submitted AFTER notification from the Department. Students can apply for these grants here. (note that the ASG requires the submission of a completion report via their website, which is due after you return from the conference). 

  • Funding is used to REIMBURSE costs of conference travel AFTER it has occurred. When you return, be prepared to submit receipts for the following expenditures. All receipts must be IN YOUR NAME. 

    • Airfare 
    • Hotels (if sharing, make sure names of ALL OCCUPANTS to be reimbursed are on the receipt) - Texas State will reimburse the current rate for accommodation expenses (this rate is subject to change based on federal policy, please see the following link for up-to-date information: http://www.gsa.gov/portal/content/104877.  Accommodation costs include the duration of the conference and one travel day. 
    • Other transportation costs (e.g. parking, shuttle, taxis) - name not necessary for parking costs 

    Food costs are based on a per diem amount determined by the US General Services Administration. The current rate depends on your destination; however, this amount is subject to change. For up-to-date information about per diem rates, please see the following link: http://www.gsa.gov/portal/content/104877 

    This rate will be applied to all conference days attended to determine food costs. Travel days will be reimbursed at 75% of the current rate. 

    Submit your receipts, along with proof of attendance (a copy of the first page of the program with the conference name, dates, and location and a copy of your abstract as it appeared in the conference program) to Olivia Reyes who will submit the reimbursement request. Typically, reimbursement is awarded within 4-6 weeks. 

    • Estimated costs for driving are based on a mileage calculation determined by the state of Texas. Regardless of the number of people in a vehicle, the University will reimburse only the driver of the vehicle and assumes that there are no passengers. Mileage rates change frequently - please seek the link below for up-to-date information about mileage rates: http://www.txstate.edu/gao/ap/travel/procedures/mileage.html 
    • If the mileage cost is higher than a return flight to your destination, the University will use the lower of the two to determine the amount of reimbursement. 
    • Fuel receipts are not required; Texas State mileage calculations include the cost of fuel (gasoline is assumed). 

  • You can apply for funding for more than one conference per academic cycle (beginning of Fall to the end of Summer). For example, if you plan to attend 2 conferences in an academic year, you can request/use funds from Liberal Arts and Graduate College for one conference, and request/use funds from the other sources (i.e. STAR Grant) for the second conference. Occasionally, additional funding will be available. Students will be notified of these exceptions via email. 

  • In order to ensure the maximum disbursement of funds (if your travel is expensive), it is often best to wait until the beginning of the new academic year (August) to submit your travel request.  If you have any questions regarding the time of your request, please contact the Program Director.